Catalog / Business processes / Marketing / Inquiry-to-Owner / Cleanse Contact Database
reference process · marketing · 17 activities · 7 on the roster
Cleanse Contact Database
An audience manager opens a hygiene cycle and says which records it covers and what it has to fix in them. The fields go into one format, the records that turn out to be the same person are merged, and the records the organization should no longer be keeping come out once a person has signed for them. The gaps the programs read are filled from sources the organization licenses, everybody who has opted out is suppressed in every system that holds a copy of the audience, and the segments are rebuilt on the data as it now stands. Agents can hold almost every agent here. The two failures worth guarding against are removing somebody who should have stayed and sending to somebody who asked not to be sent to, and most of the checking below is aimed at those two.
The walk
The document
One run
Adoption
The activities
What happens in a run
17 activities from a hygiene cycle opens to the database is deduped, enriched, suppressed and resegmented, 2 of them gates a person has to sign. Drag the diagram to move along it.
Cleanse Contact Database a hygiene cycle opens → the database is deduped, enriched, suppressed and resegmented
more records than one change may touch two records disagree on a field that matters records the signers struck off a source whose license does not cover the sending a merge carried a consent nobody gave a contact the suppression missed a hygiene cycle opens 1 Open the Cycle say what this cycle covers and has to fix 2 Measure the Base as It St… counts, gaps, duplicates, bounces and inactivity 3 Confirm the Rules in Force the consent and retention rules, at their versions a person signs · never an agent 4 Brief the Cycle everyone hears the same request at once 5 Reconcile the Consent Rec… opt-outs gathered from every system that holds them 6 Standardize the Fields names, addresses and companies put in one format 7 Propose the Merges candidate matches listed with what disagrees 8 Merge the Records one record per person, strictest consent kept 9 List What Comes Out the inactive, undeliverable and expired records 10 Sign for the Removals a person signs the list before anything is removed a person signs · never an agent 11 Remove the Records what was signed for comes out, and a copy is kept 12 Fill the Gaps missing fields filled from licensed sources 13 Apply the Suppression the suppression written into every list and system 14 Rebuild the Segments segments rebuilt on the data as it now stands 15 Score the Finished Change every item scored against the approved rules 16 Report the Cycle what changed, and how much of the base is reachable 17 Record What Was Learned what to fix where the records come in the database is deduped, enriched, suppressed and resegmented
The roster this process needs
Hover a name to see the activities it holds. A dashed one is a person, and stays one.
The document
The document, with the blanks marked
Everything in amber is yours to fill in: who owns it, when it takes effect, which platforms, which numbers, and who holds each activity. Everything else is the process, and it is the same wherever it is run.
Use in LangGraph
Use in Agent Framework
Use in CrewAI
Use in Google ADK
PROCESS: contact database hygiene id: <team> /contact-database-hygiene v1
from: ref/mkt/contact-database-hygiene v1
owner: <who> effective: <date>
trigger: a hygiene cycle opens on <your schedule> , or <who> calls one
watch: every=<your schedule>
or watch: record=<the cycle request>
system=<where a cycle is called for>
change=<a cycle is called for outside the schedule>
concurrency: cycles do not overlap - one at a time, because two changes
writing the same records cannot both be put back
goal: a contact base where one record stands for one person, the fields
the programs read are filled, everybody who opted out is
suppressed in every system that holds a copy of the audience, and
the segments are rebuilt on the data as it now stands
phases:
open-cycle - human: read the schedule or the request and write
down which records this cycle covers and what it
has to fix in them
owner: audience-manager after: trigger
automation: <level>
measure-base - runs collect-and-report: how many records there
are, how many are complete enough for the
programs to read, how many may be contacted
owner: analytics after: open-cycle
by: <days> automation: <level>
confirm-rules - human: the consent rules and the retention rules
that apply to this base, named at the versions in
force and confirmed by <your legal role>
owner: <your legal role> after: open-cycle
by: <days> automation: never
brief-cycle - convenes briefing: the scope and the rules, heard
by every agent at once
owner: audience-manager
after: measure-base + confirm-rules
automation: <level>
reconcile-consent - human: every opt-out and every withdrawal, pulled
from every system that holds a copy of the
audience into one record
owner: consent-manager after: brief-cycle
by: <days> automation: <level>
standardize - human: names, addresses, companies and countries
written the same way, so that two records for one
person can be found at all
owner: audience-operator after: reconcile-consent
by: <days> automation: <level>
propose-merges - human: the candidate pairs, each with what
matched and what disagrees between them
owner: audience-operator after: standardize
by: <days> automation: <level>
merge-records - human: one record per person, keeping the
strictest consent of the records that went in
owner: audience-operator after: propose-merges
by: <days> automation: <level>
list-removals - human: the records that are undeliverable, past
the retention rule, or inactive for longer than
<how long> , each with the rule behind it
owner: audience-manager after: merge-records
by: <days> automation: <level>
sign-removals - convenes approval: a named person signs the list
of what is coming out, line by line
owner: <who owns the base>
after: list-removals
by: <days> automation: never
remove-records - human: what was signed for comes out, with the
copy that puts it back tested before it goes
owner: audience-operator after: sign-removals
automation: <level>
fill-gaps - human: the fields the programs read, filled from
the sources the organization licenses
owner: audience-operator after: remove-records
by: <days> automation: <level>
apply-suppression - human: the suppression written into every list
and every system that holds a copy of the
audience, and each write confirmed
owner: consent-manager after: fill-gaps
by: <days> automation: <level>
rebuild-segments - human: the segments rebuilt on the data as it now
stands, with the counts before and after
owner: audience-operator after: apply-suppression
by: <days> automation: <level>
score-change - runs assessment: every item in the change scored
against the rules it was approved under
owner: consent-manager after: rebuild-segments
by: <days> automation: <level>
report-cycle - runs collect-and-report: what changed, and how
much of the base is reachable now
owner: audience-manager after: score-change
automation: <level>
record-learnings - convenes debrief: what to fix where the records
come in, so that the next cycle finds less
owner: audience-manager after: report-cycle
automation: <level>
run-scoped:
status - runs roll-call owner: audience-manager
every: <cadence>
from: brief-cycle until: score-change
withdrawals - runs collect-and-report owner: consent-manager
every: <cadence>
from: open-cycle until: run close
handoffs:
open-cycle -> measure-base [cycle-scope]: what this cycle covers,
written so that any record can be tested for whether it is in
scope
open-cycle -> confirm-rules [intended-sending]: the sending each
cleaned segment is meant to feed, so the rules can be read against
it
measure-base -> brief-cycle [base-count]: a dated count of the base,
saying how many records there are, how many are complete enough to
use, and how many may be contacted
confirm-rules -> brief-cycle [rules-in-force]: the consent and
retention rules at the versions in force, and the date they were
confirmed
brief-cycle -> reconcile-consent [cycle-as-briefed]: the request as
every agent heard it, and the date the cycle is promised
reconcile-consent -> standardize [one-consent-record]: the consent
record as one list, naming for each contact the channels that are
open to them
standardize -> propose-merges [standardized-fields]: the records
with their fields in one format, and the counts before and after
propose-merges -> merge-records [merge-candidates]: the candidate
pairs, each with what matched and what disagrees
merge-records -> list-removals [merged-records]: one record per
person, each merged record naming what went into it, what was kept
and what was dropped
list-removals -> sign-removals [proposed-removals]: the records
proposed for removal, with the rule behind each one and the count
sign-removals -> remove-records [signed-removals]: the signed list,
with anything the signers struck taken off it
remove-records -> fill-gaps [surviving-records]: the surviving
records, and where the copy that puts the removals back is kept
fill-gaps -> apply-suppression [filled-fields]: every filled field
naming the source it came from, the date it was read, and the
sending its license covers
apply-suppression -> rebuild-segments [reachable-contacts]: the
contacts that may be reached, channel by channel
rebuild-segments -> score-change [rebuilt-segments]: the rebuilt
segments with their counts, set beside the counts the cycle
started from
score-change -> report-cycle [change-scores]: a verdict per item,
each citing the rule and the version it was scored against
report-cycle -> record-learnings [the-report]: the report, as
delivered
deviations:
standardize -> open-cycle [change-over-the-cap]: the change would
touch more records than its cap allows, so the cycle is opened
again with the scope rewritten or split
merge-records -> propose-merges [records-disagree]: two records look
like the same person and disagree on a field that matters, so the
pair goes back with the disagreement named and waits for a person
to say which value stands
sign-removals -> list-removals [signers-struck-records]: the signers
strike records off the removal list, so the list is drawn up again
without them
fill-gaps -> confirm-rules [license-does-not-cover-the-sending]:
a filled field comes from a source whose license does not cover
the sending it would feed, so the rules are confirmed again before
any program reads that field
score-change -> merge-records [merge-carried-wrong-consent]: a
merged record holds a permission neither original held, so that
merge is put back from the copy and made again
score-change -> apply-suppression [suppression-missed-a-contact]: a
contact the suppression should have caught is still reachable, so
the suppression is applied again and each write confirmed
bindings:
roster: <who holds each role - agents claiming the abstract agents
above, and named people for the legal confirmation and the
removal signature>
systems: the contact database (write, cap: <n> records per change),
the consent record (write), the suppression lists (write),
the change record store (write), the sending system (write),
the CRM (write), enrichment sources (read),
the live sends (trigger), analytics (read)
data: <your consent rules> <version> , <your retention rules>
<version> , <your data standard> <version> , the licenses for
<your enrichment sources> , the scope of this cycle
policy:
nothing comes out of the database until a named person signs the list
of what is coming out
a merge keeps the strictest consent of the records that went into it
every change lands with its counts before and after and a copy that
puts it back, and the copy is tested before the change goes in
a withdrawal is written into every system that holds a copy of the
audience, and each write is confirmed
a contact whose permission cannot be established either way is
treated as not contactable, and the question goes to a person
a field filled from an outside source is used only for the sending
that source's license covers
a segment this cycle rebuilt is not sent against until the change has
been scored
measures:
cycle time: <target> from the cycle opening to the segments rebuilt
volume: <cycles per period>
quality gate: every removal carries a signature, and every withdrawal
is confirmed in every system that holds a copy of the
audience
Copy
Take it somewhere
Use this process in LangGraph
close
Paste this into an assistant that can read the web, such as Claude, ChatGPT or Cursor. It reads the specification and the current LangGraph documentation, then writes two files: the graph, and a note on what did not survive the translation. Read the note first. What a runtime cannot express is the part worth arguing about, and this process is a draft to argue with.
copy the prompt
318 lines · the document is inside it, so nothing else is needed
Convert the business process below into a runnable LangGraph graph:
one Python file with a TypedDict state, a StateGraph, nodes, edges,
conditional edges and a checkpointer.
The document is a reference process written to the Agent Processes
specification. Read the specification before you start, because it defines
terms that look ordinary and are not:
https://agentcatalog.com/spec/agent-processes
Sections 6 (the phase graph), 6.5.1 (exception edges), 6.7.1 (deviations),
7 (automation) and 8 (handoffs) are the ones this conversion turns on.
Then read the current documentation for the primitives you will need, rather
than relying on what you remember of the API:
https://docs.langchain.com/oss/python/langgraph/interrupts
interrupt() and Command(resume=), which is how a gate stops a run
https://reference.langchain.com/python/langgraph/graph/state/StateGraph
StateGraph, add_edge, add_conditional_edges, defer
WHAT THE DOCUMENT ASKS FOR
These hold wherever the process lands, and they matter more than style.
1. Each phase under `phases:` becomes one step, and keeps its name.
2. `after:` gives the edges. `after: a + b` is a join and waits for BOTH.
Reading it as "either" is the defect the specification calls out by name.
3. Every handoff carries a key in square brackets. Each key becomes one field
on the run's state, named exactly as the key with hyphens turned into
underscores, and the sentence beside it becomes that field's comment. The key
is the stable name; the sentence is prose that may be rewritten.
4. A phase MUST NOT begin before its inbound handoff exists. Where that is
checkable, check it in the step rather than assuming it.
5. `automation: never` is a gate a person signs. The run stops there and does
not continue until a person's decision comes back. Do not turn one into a
notification, a log line, or an automatic transition, whatever the queue
looks like.
6. Each line under `deviations:` is a backward or sideways edge, returning to
the phase named on the right. The key in brackets names it, and that name
belongs in the code.
7. A phase whose `after:` reads like "X or Y, whichever could not finish" is an
exception edge: it is entered when those phases FAIL, not when they succeed.
Do not wire it as an ordinary successor.
8. Anything in angle brackets is a blank the adopting organization fills in.
Leave each one as a named constant at the top of the file with a TODO. Do not
invent a value, a threshold or a date.
9. Record the document's `from:` line at the top of the file, so it says which
reference process and which version it was generated from.
10. Run-scoped lines under `run-scoped:` are work that runs alongside the whole
process rather than at one point in it, and a run may not close while one is
unfinished. Say in the code what you did about them, including if the answer
is that the runtime has nowhere to put them.
HOW THAT LOOKS IN LANGGRAPH
11. A phase is a node added with `add_node`, under the phase's own name.
12. The state is a TypedDict. Each handoff key is one field on it.
13. A join is the trap. `add_edge(["a", "b"], "c")` looks right and releases
once: when a backward edge re-enters ONE arm, the joined node never runs
again, and the run ends early reporting success rather than raising. Mark the
joined node `defer=True` and re-check inside it that both inbound handoffs
exist.
14. A gate is `interrupt()` inside the node, resumed with `Command(resume=...)`.
The platform lets anything at all call resume, so require the resumed value to
name a person and a date and refuse anything else. Say in the fidelity note
that this proves only that whoever resumed typed a name, because
`Command(resume=True)` from a scheduled job is indistinguishable from a person
signing.
15. A deviation is `add_conditional_edges` with a routing function named after
the key in brackets.
16. Pass a durable checkpointer rather than taking the in-memory default. The
gates wait days, and the default loses every paused run on restart.
17. Leave every phase body unimplemented, raising until somebody registers an
implementation. The automation level is a blank, so writing a body would
answer on the adopter's behalf whether an agent may do that work.
Produce a second file alongside it, `FIDELITY.md`, and treat it as the more
important of the two. The code is for whoever builds this. The fidelity note
is for whoever has to decide whether this platform suits the process at all,
and that is usually a different person who will never read the code.
It has three parts.
**What came across.** Briefly: how many phases became steps, how many handoff
keys became state fields, which gates stop the run, which deviations became
edges. Counts and names, not reassurance.
**What did not, and what was done instead.** One entry per gap. For each one,
say what the document requires, what the platform can actually express, what
you did in its place, and what breaks if somebody later removes your
workaround. This last part matters most: a workaround nobody understands is a
workaround somebody deletes.
**What a person still has to decide.** The blanks are not a translation
failure, they are the point of a reference process, so list what has to be
filled in before this could run against anything real, and say which of those
choices the platform constrains.
Write it in plain English for somebody who has not read the specification, and
do not soften it. A translation of a reference process is a draft to argue
with, not a build artifact, and the honest account of what was lost is the most
useful thing you will produce.
Here is the process document.
```
PROCESS: contact database hygiene id: <team>/contact-database-hygiene v1
from: ref/mkt/contact-database-hygiene v1
owner: <who> effective: <date>
trigger: a hygiene cycle opens on <your schedule>, or <who> calls one
watch: every=<your schedule>
or watch: record=<the cycle request>
system=<where a cycle is called for>
change=<a cycle is called for outside the schedule>
concurrency: cycles do not overlap - one at a time, because two changes
writing the same records cannot both be put back
goal: a contact base where one record stands for one person, the fields
the programs read are filled, everybody who opted out is
suppressed in every system that holds a copy of the audience, and
the segments are rebuilt on the data as it now stands
phases:
open-cycle - human: read the schedule or the request and write
down which records this cycle covers and what it
has to fix in them
owner: audience-manager after: trigger
automation: <level>
measure-base - runs collect-and-report: how many records there
are, how many are complete enough for the
programs to read, how many may be contacted
owner: analytics after: open-cycle
by: <days> automation: <level>
confirm-rules - human: the consent rules and the retention rules
that apply to this base, named at the versions in
force and confirmed by <your legal role>
owner: <your legal role> after: open-cycle
by: <days> automation: never
brief-cycle - convenes briefing: the scope and the rules, heard
by every agent at once
owner: audience-manager
after: measure-base + confirm-rules
automation: <level>
reconcile-consent - human: every opt-out and every withdrawal, pulled
from every system that holds a copy of the
audience into one record
owner: consent-manager after: brief-cycle
by: <days> automation: <level>
standardize - human: names, addresses, companies and countries
written the same way, so that two records for one
person can be found at all
owner: audience-operator after: reconcile-consent
by: <days> automation: <level>
propose-merges - human: the candidate pairs, each with what
matched and what disagrees between them
owner: audience-operator after: standardize
by: <days> automation: <level>
merge-records - human: one record per person, keeping the
strictest consent of the records that went in
owner: audience-operator after: propose-merges
by: <days> automation: <level>
list-removals - human: the records that are undeliverable, past
the retention rule, or inactive for longer than
<how long>, each with the rule behind it
owner: audience-manager after: merge-records
by: <days> automation: <level>
sign-removals - convenes approval: a named person signs the list
of what is coming out, line by line
owner: <who owns the base>
after: list-removals
by: <days> automation: never
remove-records - human: what was signed for comes out, with the
copy that puts it back tested before it goes
owner: audience-operator after: sign-removals
automation: <level>
fill-gaps - human: the fields the programs read, filled from
the sources the organization licenses
owner: audience-operator after: remove-records
by: <days> automation: <level>
apply-suppression - human: the suppression written into every list
and every system that holds a copy of the
audience, and each write confirmed
owner: consent-manager after: fill-gaps
by: <days> automation: <level>
rebuild-segments - human: the segments rebuilt on the data as it now
stands, with the counts before and after
owner: audience-operator after: apply-suppression
by: <days> automation: <level>
score-change - runs assessment: every item in the change scored
against the rules it was approved under
owner: consent-manager after: rebuild-segments
by: <days> automation: <level>
report-cycle - runs collect-and-report: what changed, and how
much of the base is reachable now
owner: audience-manager after: score-change
automation: <level>
record-learnings - convenes debrief: what to fix where the records
come in, so that the next cycle finds less
owner: audience-manager after: report-cycle
automation: <level>
run-scoped:
status - runs roll-call owner: audience-manager
every: <cadence>
from: brief-cycle until: score-change
withdrawals - runs collect-and-report owner: consent-manager
every: <cadence>
from: open-cycle until: run close
handoffs:
open-cycle -> measure-base [cycle-scope]: what this cycle covers,
written so that any record can be tested for whether it is in
scope
open-cycle -> confirm-rules [intended-sending]: the sending each
cleaned segment is meant to feed, so the rules can be read against
it
measure-base -> brief-cycle [base-count]: a dated count of the base,
saying how many records there are, how many are complete enough to
use, and how many may be contacted
confirm-rules -> brief-cycle [rules-in-force]: the consent and
retention rules at the versions in force, and the date they were
confirmed
brief-cycle -> reconcile-consent [cycle-as-briefed]: the request as
every agent heard it, and the date the cycle is promised
reconcile-consent -> standardize [one-consent-record]: the consent
record as one list, naming for each contact the channels that are
open to them
standardize -> propose-merges [standardized-fields]: the records
with their fields in one format, and the counts before and after
propose-merges -> merge-records [merge-candidates]: the candidate
pairs, each with what matched and what disagrees
merge-records -> list-removals [merged-records]: one record per
person, each merged record naming what went into it, what was kept
and what was dropped
list-removals -> sign-removals [proposed-removals]: the records
proposed for removal, with the rule behind each one and the count
sign-removals -> remove-records [signed-removals]: the signed list,
with anything the signers struck taken off it
remove-records -> fill-gaps [surviving-records]: the surviving
records, and where the copy that puts the removals back is kept
fill-gaps -> apply-suppression [filled-fields]: every filled field
naming the source it came from, the date it was read, and the
sending its license covers
apply-suppression -> rebuild-segments [reachable-contacts]: the
contacts that may be reached, channel by channel
rebuild-segments -> score-change [rebuilt-segments]: the rebuilt
segments with their counts, set beside the counts the cycle
started from
score-change -> report-cycle [change-scores]: a verdict per item,
each citing the rule and the version it was scored against
report-cycle -> record-learnings [the-report]: the report, as
delivered
deviations:
standardize -> open-cycle [change-over-the-cap]: the change would
touch more records than its cap allows, so the cycle is opened
again with the scope rewritten or split
merge-records -> propose-merges [records-disagree]: two records look
like the same person and disagree on a field that matters, so the
pair goes back with the disagreement named and waits for a person
to say which value stands
sign-removals -> list-removals [signers-struck-records]: the signers
strike records off the removal list, so the list is drawn up again
without them
fill-gaps -> confirm-rules [license-does-not-cover-the-sending]:
a filled field comes from a source whose license does not cover
the sending it would feed, so the rules are confirmed again before
any program reads that field
score-change -> merge-records [merge-carried-wrong-consent]: a
merged record holds a permission neither original held, so that
merge is put back from the copy and made again
score-change -> apply-suppression [suppression-missed-a-contact]: a
contact the suppression should have caught is still reachable, so
the suppression is applied again and each write confirmed
bindings:
roster: <who holds each role - agents claiming the abstract agents
above, and named people for the legal confirmation and the
removal signature>
systems: the contact database (write, cap: <n> records per change),
the consent record (write), the suppression lists (write),
the change record store (write), the sending system (write),
the CRM (write), enrichment sources (read),
the live sends (trigger), analytics (read)
data: <your consent rules> <version>, <your retention rules>
<version>, <your data standard> <version>, the licenses for
<your enrichment sources>, the scope of this cycle
policy:
nothing comes out of the database until a named person signs the list
of what is coming out
a merge keeps the strictest consent of the records that went into it
every change lands with its counts before and after and a copy that
puts it back, and the copy is tested before the change goes in
a withdrawal is written into every system that holds a copy of the
audience, and each write is confirmed
a contact whose permission cannot be established either way is
treated as not contactable, and the question goes to a person
a field filled from an outside source is used only for the sending
that source's license covers
a segment this cycle rebuilt is not sent against until the change has
been scored
measures:
cycle time: <target> from the cycle opening to the segments rebuilt
volume: <cycles per period>
quality gate: every removal carries a signature, and every withdrawal
is confirmed in every system that holds a copy of the
audience
```
Take it somewhere
Use this process in Microsoft Agent Framework
close
Paste this into an assistant that can read the web, such as Claude, ChatGPT or Cursor. It reads the specification and the current Agent Framework documentation, then writes two files: the workflow, and a note on what did not survive the translation. Read the note first. What a runtime cannot express is the part worth arguing about, and this process is a draft to argue with.
copy the prompt
373 lines · the document is inside it, so nothing else is needed
Convert the business process below into a runnable Microsoft Agent Framework workflow:
one Python file with Executor classes, a WorkflowBuilder, typed edges,
request_info gates and durable checkpoint storage.
The document is a reference process written to the Agent Processes
specification. Read the specification before you start, because it defines
terms that look ordinary and are not:
https://agentcatalog.com/spec/agent-processes
Sections 6 (the phase graph), 6.5.1 (exception edges), 6.7.1 (deviations),
7 (automation) and 8 (handoffs) are the ones this conversion turns on.
Then read the current documentation for the primitives you will need, rather
than relying on what you remember of the API:
https://learn.microsoft.com/en-us/agent-framework/workflows/human-in-the-loop
ctx.request_info, @response_handler, and answering a parked run later
https://learn.microsoft.com/en-us/agent-framework/workflows/checkpoints
what a checkpoint holds, and allowed_checkpoint_types
https://learn.microsoft.com/en-us/agent-framework/concepts/workflows/edges
add_edge with condition, add_fan_in_edges, add_switch_case_edge_group
https://learn.microsoft.com/en-us/agent-framework/concepts/workflows/state
ctx.set_state and ctx.get_state as they actually are today
WHAT THE DOCUMENT ASKS FOR
These hold wherever the process lands, and they matter more than style.
1. Each phase under `phases:` becomes one step, and keeps its name.
2. `after:` gives the edges. `after: a + b` is a join and waits for BOTH.
Reading it as "either" is the defect the specification calls out by name.
3. Every handoff carries a key in square brackets. Each key becomes one field
on the run's state, named exactly as the key with hyphens turned into
underscores, and the sentence beside it becomes that field's comment. The key
is the stable name; the sentence is prose that may be rewritten.
4. A phase MUST NOT begin before its inbound handoff exists. Where that is
checkable, check it in the step rather than assuming it.
5. `automation: never` is a gate a person signs. The run stops there and does
not continue until a person's decision comes back. Do not turn one into a
notification, a log line, or an automatic transition, whatever the queue
looks like.
6. Each line under `deviations:` is a backward or sideways edge, returning to
the phase named on the right. The key in brackets names it, and that name
belongs in the code.
7. A phase whose `after:` reads like "X or Y, whichever could not finish" is an
exception edge: it is entered when those phases FAIL, not when they succeed.
Do not wire it as an ordinary successor.
8. Anything in angle brackets is a blank the adopting organization fills in.
Leave each one as a named constant at the top of the file with a TODO. Do not
invent a value, a threshold or a date.
9. Record the document's `from:` line at the top of the file, so it says which
reference process and which version it was generated from.
10. Run-scoped lines under `run-scoped:` are work that runs alongside the whole
process rather than at one point in it, and a run may not close while one is
unfinished. Say in the code what you did about them, including if the answer
is that the runtime has nowhere to put them.
HOW THAT LOOKS IN MICROSOFT AGENT FRAMEWORK
11. Write for Python, and read those pages before writing a line. This API has
moved: `set_shared_state`, `RequestInfoExecutor`, `RequestInfoMessage` and
`send_responses_streaming` are all in the training data and none of them exist
any more. The .NET workflow API differs in kind rather than in spelling, so a
file written for one does not port by renaming.
12. A phase is a class deriving from `Executor` whose `super().__init__(id=...)`
takes the phase name verbatim. The id is not cosmetic: a checkpoint stores a
signature over the topology and the executor ids, so an id built from a run, a
timestamp or a counter cannot be resumed into.
13. Give each phase a `@handler` method and move work on with
`await ctx.send_message(...)`. A handler that returns without sending is a dead
end: the branch stops, the run converges, and it reports success. So a phase
you are deliberately leaving unimplemented must still send a placeholder
onward. Do not stub with `raise NotImplementedError`, which fails the run
instead of leaving it runnable.
14. `after: a` is `builder.add_edge(a, b)`. `after: a + b` is
`builder.add_fan_in_edges([a, b], target)`, and the target's handler must be
annotated `list[T]`, because a fan-in delivers one aggregated list rather than
the separate messages. A handler typed for the single value is dropped as a
mismatch with nothing raised.
15. The join is the trap here, and it is the opposite of LangGraph's. The
barrier re-arms: it clears its buffer when it fires and then demands a fresh
message from every source. So a deviation that re-enters ONE arm parks the
run forever waiting for an arm that will not run again, and the workflow ends
IDLE reporting success. Wherever a deviation re-enters one arm of a join,
replace the barrier with an ordinary edge from each arm into a small executor
that records each arrival with `ctx.set_state` and only forwards when every
expected key is present, and say in a comment that putting `add_fan_in_edges`
back reintroduces the stall.
16. A phase that is both a join target and a deviation target needs two
handlers, one annotated `list[T]` for the barrier and one annotated `T` for the
backward message. Write only the list handler and every backward edge into it
is discarded as a type mismatch, silently.
17. `automation: never` is `await ctx.request_info(request_data=...,
response_type=...)` inside the phase, answered by a `@response_handler` on the
same executor whose annotations match those exact types. The run parks at
`IDLE_WITH_PENDING_REQUESTS` and the host answers with
`workflow.run(stream=True, responses={request_id: value})`. If no handler
matches the pair, the framework logs a warning and parks anyway, so the gate
reads as working right up until somebody asks why the approval did not take.
18. A gate is only a gate if the wait survives a restart, so pass
`checkpoint_storage=FileCheckpointStorage(...)` to the builder. Checkpointing
is off by default and `InMemoryCheckpointStorage` reads as configured while
persisting nothing. Register every handoff payload type in
`allowed_checkpoint_types`, or the first restore raises. Anything an executor
keeps as an instance attribute is absent after a restore unless you export it
from `on_checkpoint_save` and read it back in `on_checkpoint_restore`, and it
comes back empty rather than missing.
19. Each line under `deviations:` is `builder.add_edge(source, earlier,
condition=fn)` with `fn` named after the key. Cycles are legal and unchecked,
but raise `max_iterations` well above its default of 100, because several live
cycles will exhaust a budget sized for a straight line and fail with a message
about convergence that reads like a broken graph. Keep the ordinary forward
edge unconditional and add each deviation beside it: a condition that returns
false is dropped with no event, so a forward path expressed as a condition
dies silently on every normal run, which is most of them.
20. Handoff values go in `ctx.set_state(key, value)` and come back from
`ctx.get_state(key)`, untyped and unchecked. A write is visible to its writer
at once and to everyone else only in the next superstep, and two writers of one
key in a superstep keep the last write. Never read a key in the same superstep
another phase wrote it.
21. There are no timers, no deadlines and no scheduled wakes. Nothing in
`run-scoped:` becomes an executor and `by:` has no expression at all, so write
them as comments naming where they start and stop, and say plainly in the
fidelity note that a run can close over an unfinished run-scoped line. Do not
fake a deadline with a sleep inside a handler, which blocks the whole superstep
barrier, and never let an expiring wait release a gate.
Produce a second file alongside it, `FIDELITY.md`, and treat it as the more
important of the two. The code is for whoever builds this. The fidelity note
is for whoever has to decide whether this platform suits the process at all,
and that is usually a different person who will never read the code.
It has three parts.
**What came across.** Briefly: how many phases became steps, how many handoff
keys became state fields, which gates stop the run, which deviations became
edges. Counts and names, not reassurance.
**What did not, and what was done instead.** One entry per gap. For each one,
say what the document requires, what the platform can actually express, what
you did in its place, and what breaks if somebody later removes your
workaround. This last part matters most: a workaround nobody understands is a
workaround somebody deletes.
**What a person still has to decide.** The blanks are not a translation
failure, they are the point of a reference process, so list what has to be
filled in before this could run against anything real, and say which of those
choices the platform constrains.
Write it in plain English for somebody who has not read the specification, and
do not soften it. A translation of a reference process is a draft to argue
with, not a build artifact, and the honest account of what was lost is the most
useful thing you will produce.
Here is the process document.
```
PROCESS: contact database hygiene id: <team>/contact-database-hygiene v1
from: ref/mkt/contact-database-hygiene v1
owner: <who> effective: <date>
trigger: a hygiene cycle opens on <your schedule>, or <who> calls one
watch: every=<your schedule>
or watch: record=<the cycle request>
system=<where a cycle is called for>
change=<a cycle is called for outside the schedule>
concurrency: cycles do not overlap - one at a time, because two changes
writing the same records cannot both be put back
goal: a contact base where one record stands for one person, the fields
the programs read are filled, everybody who opted out is
suppressed in every system that holds a copy of the audience, and
the segments are rebuilt on the data as it now stands
phases:
open-cycle - human: read the schedule or the request and write
down which records this cycle covers and what it
has to fix in them
owner: audience-manager after: trigger
automation: <level>
measure-base - runs collect-and-report: how many records there
are, how many are complete enough for the
programs to read, how many may be contacted
owner: analytics after: open-cycle
by: <days> automation: <level>
confirm-rules - human: the consent rules and the retention rules
that apply to this base, named at the versions in
force and confirmed by <your legal role>
owner: <your legal role> after: open-cycle
by: <days> automation: never
brief-cycle - convenes briefing: the scope and the rules, heard
by every agent at once
owner: audience-manager
after: measure-base + confirm-rules
automation: <level>
reconcile-consent - human: every opt-out and every withdrawal, pulled
from every system that holds a copy of the
audience into one record
owner: consent-manager after: brief-cycle
by: <days> automation: <level>
standardize - human: names, addresses, companies and countries
written the same way, so that two records for one
person can be found at all
owner: audience-operator after: reconcile-consent
by: <days> automation: <level>
propose-merges - human: the candidate pairs, each with what
matched and what disagrees between them
owner: audience-operator after: standardize
by: <days> automation: <level>
merge-records - human: one record per person, keeping the
strictest consent of the records that went in
owner: audience-operator after: propose-merges
by: <days> automation: <level>
list-removals - human: the records that are undeliverable, past
the retention rule, or inactive for longer than
<how long>, each with the rule behind it
owner: audience-manager after: merge-records
by: <days> automation: <level>
sign-removals - convenes approval: a named person signs the list
of what is coming out, line by line
owner: <who owns the base>
after: list-removals
by: <days> automation: never
remove-records - human: what was signed for comes out, with the
copy that puts it back tested before it goes
owner: audience-operator after: sign-removals
automation: <level>
fill-gaps - human: the fields the programs read, filled from
the sources the organization licenses
owner: audience-operator after: remove-records
by: <days> automation: <level>
apply-suppression - human: the suppression written into every list
and every system that holds a copy of the
audience, and each write confirmed
owner: consent-manager after: fill-gaps
by: <days> automation: <level>
rebuild-segments - human: the segments rebuilt on the data as it now
stands, with the counts before and after
owner: audience-operator after: apply-suppression
by: <days> automation: <level>
score-change - runs assessment: every item in the change scored
against the rules it was approved under
owner: consent-manager after: rebuild-segments
by: <days> automation: <level>
report-cycle - runs collect-and-report: what changed, and how
much of the base is reachable now
owner: audience-manager after: score-change
automation: <level>
record-learnings - convenes debrief: what to fix where the records
come in, so that the next cycle finds less
owner: audience-manager after: report-cycle
automation: <level>
run-scoped:
status - runs roll-call owner: audience-manager
every: <cadence>
from: brief-cycle until: score-change
withdrawals - runs collect-and-report owner: consent-manager
every: <cadence>
from: open-cycle until: run close
handoffs:
open-cycle -> measure-base [cycle-scope]: what this cycle covers,
written so that any record can be tested for whether it is in
scope
open-cycle -> confirm-rules [intended-sending]: the sending each
cleaned segment is meant to feed, so the rules can be read against
it
measure-base -> brief-cycle [base-count]: a dated count of the base,
saying how many records there are, how many are complete enough to
use, and how many may be contacted
confirm-rules -> brief-cycle [rules-in-force]: the consent and
retention rules at the versions in force, and the date they were
confirmed
brief-cycle -> reconcile-consent [cycle-as-briefed]: the request as
every agent heard it, and the date the cycle is promised
reconcile-consent -> standardize [one-consent-record]: the consent
record as one list, naming for each contact the channels that are
open to them
standardize -> propose-merges [standardized-fields]: the records
with their fields in one format, and the counts before and after
propose-merges -> merge-records [merge-candidates]: the candidate
pairs, each with what matched and what disagrees
merge-records -> list-removals [merged-records]: one record per
person, each merged record naming what went into it, what was kept
and what was dropped
list-removals -> sign-removals [proposed-removals]: the records
proposed for removal, with the rule behind each one and the count
sign-removals -> remove-records [signed-removals]: the signed list,
with anything the signers struck taken off it
remove-records -> fill-gaps [surviving-records]: the surviving
records, and where the copy that puts the removals back is kept
fill-gaps -> apply-suppression [filled-fields]: every filled field
naming the source it came from, the date it was read, and the
sending its license covers
apply-suppression -> rebuild-segments [reachable-contacts]: the
contacts that may be reached, channel by channel
rebuild-segments -> score-change [rebuilt-segments]: the rebuilt
segments with their counts, set beside the counts the cycle
started from
score-change -> report-cycle [change-scores]: a verdict per item,
each citing the rule and the version it was scored against
report-cycle -> record-learnings [the-report]: the report, as
delivered
deviations:
standardize -> open-cycle [change-over-the-cap]: the change would
touch more records than its cap allows, so the cycle is opened
again with the scope rewritten or split
merge-records -> propose-merges [records-disagree]: two records look
like the same person and disagree on a field that matters, so the
pair goes back with the disagreement named and waits for a person
to say which value stands
sign-removals -> list-removals [signers-struck-records]: the signers
strike records off the removal list, so the list is drawn up again
without them
fill-gaps -> confirm-rules [license-does-not-cover-the-sending]:
a filled field comes from a source whose license does not cover
the sending it would feed, so the rules are confirmed again before
any program reads that field
score-change -> merge-records [merge-carried-wrong-consent]: a
merged record holds a permission neither original held, so that
merge is put back from the copy and made again
score-change -> apply-suppression [suppression-missed-a-contact]: a
contact the suppression should have caught is still reachable, so
the suppression is applied again and each write confirmed
bindings:
roster: <who holds each role - agents claiming the abstract agents
above, and named people for the legal confirmation and the
removal signature>
systems: the contact database (write, cap: <n> records per change),
the consent record (write), the suppression lists (write),
the change record store (write), the sending system (write),
the CRM (write), enrichment sources (read),
the live sends (trigger), analytics (read)
data: <your consent rules> <version>, <your retention rules>
<version>, <your data standard> <version>, the licenses for
<your enrichment sources>, the scope of this cycle
policy:
nothing comes out of the database until a named person signs the list
of what is coming out
a merge keeps the strictest consent of the records that went into it
every change lands with its counts before and after and a copy that
puts it back, and the copy is tested before the change goes in
a withdrawal is written into every system that holds a copy of the
audience, and each write is confirmed
a contact whose permission cannot be established either way is
treated as not contactable, and the question goes to a person
a field filled from an outside source is used only for the sending
that source's license covers
a segment this cycle rebuilt is not sent against until the change has
been scored
measures:
cycle time: <target> from the cycle opening to the segments rebuilt
volume: <cycles per period>
quality gate: every removal carries a signature, and every withdrawal
is confirmed in every system that holds a copy of the
audience
```
Take it somewhere
Use this process in CrewAI Flows
close
Paste this into an assistant that can read the web, such as Claude, ChatGPT or Cursor. It reads the specification and the current CrewAI documentation, then writes two files: the flow, and a note on what did not survive the translation. Read the note first. What a runtime cannot express is the part worth arguing about, and this process is a draft to argue with.
copy the prompt
378 lines · the document is inside it, so nothing else is needed
Convert the business process below into a runnable CrewAI Flow:
one Python file with a Pydantic state model, one Flow subclass, @start,
@listen, @router and a durable human feedback provider.
The document is a reference process written to the Agent Processes
specification. Read the specification before you start, because it defines
terms that look ordinary and are not:
https://agentcatalog.com/spec/agent-processes
Sections 6 (the phase graph), 6.5.1 (exception edges), 6.7.1 (deviations),
7 (automation) and 8 (handoffs) are the ones this conversion turns on.
Then read the current documentation for the primitives you will need, rather
than relying on what you remember of the API:
https://docs.crewai.com/en/concepts/flows
Flow, @start, @listen, @router, and_, or_, state, kickoff, plot
https://docs.crewai.com/en/learn/human-feedback-in-flows
@human_feedback, the provider protocol, from_pending and resume
https://docs.crewai.com/en/guides/flows/mastering-flow-state
@persist and what persistence actually promises, which is less than it sounds
WHAT THE DOCUMENT ASKS FOR
These hold wherever the process lands, and they matter more than style.
1. Each phase under `phases:` becomes one step, and keeps its name.
2. `after:` gives the edges. `after: a + b` is a join and waits for BOTH.
Reading it as "either" is the defect the specification calls out by name.
3. Every handoff carries a key in square brackets. Each key becomes one field
on the run's state, named exactly as the key with hyphens turned into
underscores, and the sentence beside it becomes that field's comment. The key
is the stable name; the sentence is prose that may be rewritten.
4. A phase MUST NOT begin before its inbound handoff exists. Where that is
checkable, check it in the step rather than assuming it.
5. `automation: never` is a gate a person signs. The run stops there and does
not continue until a person's decision comes back. Do not turn one into a
notification, a log line, or an automatic transition, whatever the queue
looks like.
6. Each line under `deviations:` is a backward or sideways edge, returning to
the phase named on the right. The key in brackets names it, and that name
belongs in the code.
7. A phase whose `after:` reads like "X or Y, whichever could not finish" is an
exception edge: it is entered when those phases FAIL, not when they succeed.
Do not wire it as an ordinary successor.
8. Anything in angle brackets is a blank the adopting organization fills in.
Leave each one as a named constant at the top of the file with a TODO. Do not
invent a value, a threshold or a date.
9. Record the document's `from:` line at the top of the file, so it says which
reference process and which version it was generated from.
10. Run-scoped lines under `run-scoped:` are work that runs alongside the whole
process rather than at one point in it, and a run may not close while one is
unfinished. Say in the code what you did about them, including if the answer
is that the runtime has nowhere to put them.
HOW THAT LOOKS IN CREWAI FLOWS
11. Build a Flow, not a Crew. A Crew is a team of roles with no graph, no join,
no persistence handle and no gate, and cannot express this document at all.
Each phase is one method on a single `Flow` subclass, keeping its name with
hyphens turned into underscores. A phase that genuinely needs role-based agents
builds its own Crew inside its own method body, and the Flow stays the graph.
12. Declare the state as a Pydantic model bound as the type parameter,
`class NegotiateTheAgreement(Flow[NegotiationState])`, and read and write
`self.state.field`. Never use the untyped dict form: the handoff keys are this
process's memory, and an untyped dict turns a misspelt key into a handoff that
is silently absent. Keep the auto-injected `id` field, which is what every
resume depends on.
13. `after: a` is `@listen(a)`. `after: a + b` is `@listen(and_(a, b))`. Never
write `or_` where the document writes `+`.
14. Check every inbound handoff at the top of the method and raise if one is
missing. `@listen` says when a method may run and says nothing about what is
in hand when it does.
15. The join is the trap, and it is proven rather than theoretical. `and_()`
empties its accumulator the moment it fires, so re-entering BOTH arms works
forever, and re-entering ONE arm after it has fired leaves it holding a single
trigger and waiting for the other for good. The cascade drains, CrewAI prints
that the flow completed, and `kickoff()` returns normally. So for any joining
phase that a deviation can send work back into, do not use `and_()` at all:
make the join a `@router` that both arms trigger, which reads the state fields
and emits its label only when every inbound handoff is present. A router is
re-evaluated against durable state every time and is never suppressed by the
once-fired set.
16. Do not write a phase as `@listen(or_(and_(a, b), "some_label"))`. There is
one accumulator per listener, shared across every branch of its condition and
wiped when any branch satisfies, so the label firing while the join is half
full erases the arm that had already arrived.
17. `automation: never` is `@human_feedback(message=..., provider=...)` stacked
under the method's `@listen`, with a provider whose `request_feedback` raises
`HumanFeedbackPending`. The run then persists, returns that object from
`kickoff()`, and a different process answers later with `from_pending(flow_id,
persistence)` and `resume(text)`. Do not take the default `ConsoleProvider`,
which calls `input()`: that gate exists only while somebody is watching a
terminal, and a run started by a scheduler either hangs or takes an empty
string.
18. Silence must not approve, and the platform's default is that it does. With
`emit=[...]` set, an empty resume collapses to `default_outcome`, or to the
first label when that is unset, with no model consulted and nobody named. Treat
an empty or unrecognised answer as a refusal in your own router. And write the
approver's name and the time onto the state yourself, because
`HumanFeedbackResult` carries the text, the outcome and a timestamp but has no
field for the person, which the specification requires.
19. Each line under `deviations:` is a `@router` named after the key, returning
a label named after the same key, with the target subscribing as
`@listen(or_(normal_trigger, "the_label"))`. Route rather than listen
directly, because a router is re-evaluated on every cycle while a top-level
`or_` listener is suppressed after it first fires.
20. An exception edge is a `try` and `except` around the failing phase's body,
recording the failure on the state and emitting an exception label from a
router. Wiring it as `@listen(or_(x, y))` fires when those phases SUCCEED, so
the clearing phase would run on every healthy run.
21. An unimplemented phase is a method with the document's own sentence as its
docstring and a bare `pass`, which is safe because listeners still fire on a
`None` return. An unimplemented `@router` is not safe: returning `None` emits
no label, every phase below it disappears from the run including the gates, and
the flow reports success. A stub router must return a hard-coded label with a
TODO beside it, or raise.
22. Turn persistence on with `@persist(SQLiteFlowPersistence(...))`, then treat
every phase that performs a real act as something that will run twice.
Persistence saves the state fields and nothing else, so a restart rehydrates
the data and runs the graph again from `@start`: a flow that had already sent a
written refusal sends a second one. Guard each acting phase with a state field
it checks and sets.
23. There are no timers, no deadlines and no cadences, and `run-scoped:` has no
counterpart at all. Put each `by:` value as a named constant, name the
run-scoped lines in the module docstring as unimplemented obligations, and say
in the fidelity note that no deadline in this document is enforced by anything.
These absences produce no diagnostic whatsoever, which is exactly why they have
to be written down.
Produce a second file alongside it, `FIDELITY.md`, and treat it as the more
important of the two. The code is for whoever builds this. The fidelity note
is for whoever has to decide whether this platform suits the process at all,
and that is usually a different person who will never read the code.
It has three parts.
**What came across.** Briefly: how many phases became steps, how many handoff
keys became state fields, which gates stop the run, which deviations became
edges. Counts and names, not reassurance.
**What did not, and what was done instead.** One entry per gap. For each one,
say what the document requires, what the platform can actually express, what
you did in its place, and what breaks if somebody later removes your
workaround. This last part matters most: a workaround nobody understands is a
workaround somebody deletes.
**What a person still has to decide.** The blanks are not a translation
failure, they are the point of a reference process, so list what has to be
filled in before this could run against anything real, and say which of those
choices the platform constrains.
Write it in plain English for somebody who has not read the specification, and
do not soften it. A translation of a reference process is a draft to argue
with, not a build artifact, and the honest account of what was lost is the most
useful thing you will produce.
Here is the process document.
```
PROCESS: contact database hygiene id: <team>/contact-database-hygiene v1
from: ref/mkt/contact-database-hygiene v1
owner: <who> effective: <date>
trigger: a hygiene cycle opens on <your schedule>, or <who> calls one
watch: every=<your schedule>
or watch: record=<the cycle request>
system=<where a cycle is called for>
change=<a cycle is called for outside the schedule>
concurrency: cycles do not overlap - one at a time, because two changes
writing the same records cannot both be put back
goal: a contact base where one record stands for one person, the fields
the programs read are filled, everybody who opted out is
suppressed in every system that holds a copy of the audience, and
the segments are rebuilt on the data as it now stands
phases:
open-cycle - human: read the schedule or the request and write
down which records this cycle covers and what it
has to fix in them
owner: audience-manager after: trigger
automation: <level>
measure-base - runs collect-and-report: how many records there
are, how many are complete enough for the
programs to read, how many may be contacted
owner: analytics after: open-cycle
by: <days> automation: <level>
confirm-rules - human: the consent rules and the retention rules
that apply to this base, named at the versions in
force and confirmed by <your legal role>
owner: <your legal role> after: open-cycle
by: <days> automation: never
brief-cycle - convenes briefing: the scope and the rules, heard
by every agent at once
owner: audience-manager
after: measure-base + confirm-rules
automation: <level>
reconcile-consent - human: every opt-out and every withdrawal, pulled
from every system that holds a copy of the
audience into one record
owner: consent-manager after: brief-cycle
by: <days> automation: <level>
standardize - human: names, addresses, companies and countries
written the same way, so that two records for one
person can be found at all
owner: audience-operator after: reconcile-consent
by: <days> automation: <level>
propose-merges - human: the candidate pairs, each with what
matched and what disagrees between them
owner: audience-operator after: standardize
by: <days> automation: <level>
merge-records - human: one record per person, keeping the
strictest consent of the records that went in
owner: audience-operator after: propose-merges
by: <days> automation: <level>
list-removals - human: the records that are undeliverable, past
the retention rule, or inactive for longer than
<how long>, each with the rule behind it
owner: audience-manager after: merge-records
by: <days> automation: <level>
sign-removals - convenes approval: a named person signs the list
of what is coming out, line by line
owner: <who owns the base>
after: list-removals
by: <days> automation: never
remove-records - human: what was signed for comes out, with the
copy that puts it back tested before it goes
owner: audience-operator after: sign-removals
automation: <level>
fill-gaps - human: the fields the programs read, filled from
the sources the organization licenses
owner: audience-operator after: remove-records
by: <days> automation: <level>
apply-suppression - human: the suppression written into every list
and every system that holds a copy of the
audience, and each write confirmed
owner: consent-manager after: fill-gaps
by: <days> automation: <level>
rebuild-segments - human: the segments rebuilt on the data as it now
stands, with the counts before and after
owner: audience-operator after: apply-suppression
by: <days> automation: <level>
score-change - runs assessment: every item in the change scored
against the rules it was approved under
owner: consent-manager after: rebuild-segments
by: <days> automation: <level>
report-cycle - runs collect-and-report: what changed, and how
much of the base is reachable now
owner: audience-manager after: score-change
automation: <level>
record-learnings - convenes debrief: what to fix where the records
come in, so that the next cycle finds less
owner: audience-manager after: report-cycle
automation: <level>
run-scoped:
status - runs roll-call owner: audience-manager
every: <cadence>
from: brief-cycle until: score-change
withdrawals - runs collect-and-report owner: consent-manager
every: <cadence>
from: open-cycle until: run close
handoffs:
open-cycle -> measure-base [cycle-scope]: what this cycle covers,
written so that any record can be tested for whether it is in
scope
open-cycle -> confirm-rules [intended-sending]: the sending each
cleaned segment is meant to feed, so the rules can be read against
it
measure-base -> brief-cycle [base-count]: a dated count of the base,
saying how many records there are, how many are complete enough to
use, and how many may be contacted
confirm-rules -> brief-cycle [rules-in-force]: the consent and
retention rules at the versions in force, and the date they were
confirmed
brief-cycle -> reconcile-consent [cycle-as-briefed]: the request as
every agent heard it, and the date the cycle is promised
reconcile-consent -> standardize [one-consent-record]: the consent
record as one list, naming for each contact the channels that are
open to them
standardize -> propose-merges [standardized-fields]: the records
with their fields in one format, and the counts before and after
propose-merges -> merge-records [merge-candidates]: the candidate
pairs, each with what matched and what disagrees
merge-records -> list-removals [merged-records]: one record per
person, each merged record naming what went into it, what was kept
and what was dropped
list-removals -> sign-removals [proposed-removals]: the records
proposed for removal, with the rule behind each one and the count
sign-removals -> remove-records [signed-removals]: the signed list,
with anything the signers struck taken off it
remove-records -> fill-gaps [surviving-records]: the surviving
records, and where the copy that puts the removals back is kept
fill-gaps -> apply-suppression [filled-fields]: every filled field
naming the source it came from, the date it was read, and the
sending its license covers
apply-suppression -> rebuild-segments [reachable-contacts]: the
contacts that may be reached, channel by channel
rebuild-segments -> score-change [rebuilt-segments]: the rebuilt
segments with their counts, set beside the counts the cycle
started from
score-change -> report-cycle [change-scores]: a verdict per item,
each citing the rule and the version it was scored against
report-cycle -> record-learnings [the-report]: the report, as
delivered
deviations:
standardize -> open-cycle [change-over-the-cap]: the change would
touch more records than its cap allows, so the cycle is opened
again with the scope rewritten or split
merge-records -> propose-merges [records-disagree]: two records look
like the same person and disagree on a field that matters, so the
pair goes back with the disagreement named and waits for a person
to say which value stands
sign-removals -> list-removals [signers-struck-records]: the signers
strike records off the removal list, so the list is drawn up again
without them
fill-gaps -> confirm-rules [license-does-not-cover-the-sending]:
a filled field comes from a source whose license does not cover
the sending it would feed, so the rules are confirmed again before
any program reads that field
score-change -> merge-records [merge-carried-wrong-consent]: a
merged record holds a permission neither original held, so that
merge is put back from the copy and made again
score-change -> apply-suppression [suppression-missed-a-contact]: a
contact the suppression should have caught is still reachable, so
the suppression is applied again and each write confirmed
bindings:
roster: <who holds each role - agents claiming the abstract agents
above, and named people for the legal confirmation and the
removal signature>
systems: the contact database (write, cap: <n> records per change),
the consent record (write), the suppression lists (write),
the change record store (write), the sending system (write),
the CRM (write), enrichment sources (read),
the live sends (trigger), analytics (read)
data: <your consent rules> <version>, <your retention rules>
<version>, <your data standard> <version>, the licenses for
<your enrichment sources>, the scope of this cycle
policy:
nothing comes out of the database until a named person signs the list
of what is coming out
a merge keeps the strictest consent of the records that went into it
every change lands with its counts before and after and a copy that
puts it back, and the copy is tested before the change goes in
a withdrawal is written into every system that holds a copy of the
audience, and each write is confirmed
a contact whose permission cannot be established either way is
treated as not contactable, and the question goes to a person
a field filled from an outside source is used only for the sending
that source's license covers
a segment this cycle rebuilt is not sent against until the change has
been scored
measures:
cycle time: <target> from the cycle opening to the segments rebuilt
volume: <cycles per period>
quality gate: every removal carries a signature, and every withdrawal
is confirmed in every system that holds a copy of the
audience
```
Take it somewhere
Use this process in Google ADK
close
Paste this into an assistant that can read the web, such as Claude, ChatGPT or Cursor. It reads the specification and the current ADK documentation, then writes two files: the workflow, and a note on what did not survive the translation. Read the note first. What a runtime cannot express is the part worth arguing about, and this process is a draft to argue with.
copy the prompt
369 lines · the document is inside it, so nothing else is needed
Convert the business process below into a runnable Google ADK workflow:
one Python file with a Workflow, nodes, routed edges, a JoinNode,
RequestInput gates and a persisting session service.
The document is a reference process written to the Agent Processes
specification. Read the specification before you start, because it defines
terms that look ordinary and are not:
https://agentcatalog.com/spec/agent-processes
Sections 6 (the phase graph), 6.5.1 (exception edges), 6.7.1 (deviations),
7 (automation) and 8 (handoffs) are the ones this conversion turns on.
Then read the current documentation for the primitives you will need, rather
than relying on what you remember of the API:
https://adk.dev/graphs/routes/
nodes, tuple chains, Event(route=), JoinNode, back-edges
https://adk.dev/graphs/human-input/
RequestInput and the rerun_on_resume handoff
https://adk.dev/runtime/resume/
ResumabilityConfig, resuming by invocation id, at-least-once tools
https://adk.dev/graphs/data-handling/
Event.output against state, and the selector syntax in instructions
WHAT THE DOCUMENT ASKS FOR
These hold wherever the process lands, and they matter more than style.
1. Each phase under `phases:` becomes one step, and keeps its name.
2. `after:` gives the edges. `after: a + b` is a join and waits for BOTH.
Reading it as "either" is the defect the specification calls out by name.
3. Every handoff carries a key in square brackets. Each key becomes one field
on the run's state, named exactly as the key with hyphens turned into
underscores, and the sentence beside it becomes that field's comment. The key
is the stable name; the sentence is prose that may be rewritten.
4. A phase MUST NOT begin before its inbound handoff exists. Where that is
checkable, check it in the step rather than assuming it.
5. `automation: never` is a gate a person signs. The run stops there and does
not continue until a person's decision comes back. Do not turn one into a
notification, a log line, or an automatic transition, whatever the queue
looks like.
6. Each line under `deviations:` is a backward or sideways edge, returning to
the phase named on the right. The key in brackets names it, and that name
belongs in the code.
7. A phase whose `after:` reads like "X or Y, whichever could not finish" is an
exception edge: it is entered when those phases FAIL, not when they succeed.
Do not wire it as an ordinary successor.
8. Anything in angle brackets is a blank the adopting organization fills in.
Leave each one as a named constant at the top of the file with a TODO. Do not
invent a value, a threshold or a date.
9. Record the document's `from:` line at the top of the file, so it says which
reference process and which version it was generated from.
10. Run-scoped lines under `run-scoped:` are work that runs alongside the whole
process rather than at one point in it, and a run may not close while one is
unfinished. Say in the code what you did about them, including if the answer
is that the runtime has nowhere to put them.
HOW THAT LOOKS IN GOOGLE ADK
11. Build a `Workflow` from `google.adk.workflow`, and pin `google-adk>=2.0` in
a comment. Do not use `SequentialAgent`, `ParallelAgent` or `LoopAgent`: they
are deprecated in favour of the graph, and they carry their own defects around
state and control flow. The documentation moved to adk.dev, and anything you
remember about nesting agents rather than drawing a graph is out of date.
12. Each phase is one node keeping its name. Take the node kind from how the
phase resolves rather than from taste: a `human:` or `system:` phase is a plain
Python function node, and a `runs` or `convenes` phase is an `Agent`.
13. `after:` gives the edges, written as tuple chains in `edges=[...]`, and the
trigger is the `"START"` keyword. Take the order only from `after:` lines and
never from the order the phases are listed in.
14. `after: a + b` is a `JoinNode`, and it must be guarded, because this is the
worst trap of any runtime here. The join fires when every static predecessor is
marked COMPLETED, nothing ever un-completes a node, and stored outputs are
never cleared. So after a deviation re-runs one arm, the join fires the instant
that arm finishes and hands the next phase LAST PASS'S value for every arm that
did not re-run. It does not stall, it proceeds with stale data, and nothing
logs. Stamp each arm's output with a pass counter or a content hash, and have
the phase after the join compare the stamps and refuse to run when they
disagree.
15. Each line under `deviations:` is a routed back-edge: a router after the
phase on the left returning `Event(route=...)`, named after the key in
brackets, with one arm going back to the phase on the right and one going
forward. An unconditional cycle raises at construction, which is the one place
this model checks your work. Nothing budgets a routed cycle, so add your own
count and stop rather than looping forever.
16. Give every router an explicit `DEFAULT_ROUTE` arm, and route it to a phase
that stops and asks a person. A route value matching no key writes a log
warning, ends that branch, and lets the run finish reporting success with the
rest of the process never having happened.
17. `automation: never` is a `RequestInput` node of its own, never an `Agent`
asking a question. Decorate it `@node(rerun_on_resume=False)` and yield
`RequestInput(message=..., payload=..., response_schema=...)`, so the run
stops, persists, and delivers the person's answer to the node's successor as
its typed input. A resumed workflow runs its tools at least once, so any
irreversible act needs its own duplicate guard.
18. Make the gates durable or say plainly that they are not. Wrap the graph in
`App(..., resumability_config=ResumabilityConfig(is_resumable=True))` and pass
a persisting session service, never the in-memory one. Note in the file that
the command line and the web UI cannot resume a run, so whoever releases these
gates needs an operator surface that somebody has to write.
19. Every `Agent` in the graph gets `mode="single_turn"` and no `sub_agents`.
A non-empty `sub_agents` list silently adds a transfer tool, and a model that
uses it runs a different agent in this node's place while the graph's outgoing
edge fires on schedule regardless: the topology is honoured perfectly and the
work belongs to somebody else.
20. Model failure as a route, not as an exception. A node that raises does not
propagate: the failure is caught, recorded, and shuts the workflow down without
raising to the caller. So a phase that can fail catches its own failure and
returns `Event(route="could-not-finish")`, and the exception phase hangs off
that arm.
21. Keep every blank as a named module-level constant and never interpolate one
into an `instruction=` string. Angle brackets and curly braces are ADK's own
data selector syntax inside instructions, so a blank pasted verbatim stops
being a blank and becomes a selector.
22. `by:` and `not-before:` have no expression, and `@node(timeout=)` is not
one: it is an in-process wall clock that cancels the node and, because failures
are swallowed, ends the run silently rather than recording a missed deadline.
Nothing in `run-scoped:` has an expression either, and it must not be faked as
an ordinary node, because a node has to be reached and has to finish before
anything downstream starts, which is the opposite of what those lines mean.
Leave both out of the graph and name them in the fidelity note.
Produce a second file alongside it, `FIDELITY.md`, and treat it as the more
important of the two. The code is for whoever builds this. The fidelity note
is for whoever has to decide whether this platform suits the process at all,
and that is usually a different person who will never read the code.
It has three parts.
**What came across.** Briefly: how many phases became steps, how many handoff
keys became state fields, which gates stop the run, which deviations became
edges. Counts and names, not reassurance.
**What did not, and what was done instead.** One entry per gap. For each one,
say what the document requires, what the platform can actually express, what
you did in its place, and what breaks if somebody later removes your
workaround. This last part matters most: a workaround nobody understands is a
workaround somebody deletes.
**What a person still has to decide.** The blanks are not a translation
failure, they are the point of a reference process, so list what has to be
filled in before this could run against anything real, and say which of those
choices the platform constrains.
Write it in plain English for somebody who has not read the specification, and
do not soften it. A translation of a reference process is a draft to argue
with, not a build artifact, and the honest account of what was lost is the most
useful thing you will produce.
Here is the process document.
```
PROCESS: contact database hygiene id: <team>/contact-database-hygiene v1
from: ref/mkt/contact-database-hygiene v1
owner: <who> effective: <date>
trigger: a hygiene cycle opens on <your schedule>, or <who> calls one
watch: every=<your schedule>
or watch: record=<the cycle request>
system=<where a cycle is called for>
change=<a cycle is called for outside the schedule>
concurrency: cycles do not overlap - one at a time, because two changes
writing the same records cannot both be put back
goal: a contact base where one record stands for one person, the fields
the programs read are filled, everybody who opted out is
suppressed in every system that holds a copy of the audience, and
the segments are rebuilt on the data as it now stands
phases:
open-cycle - human: read the schedule or the request and write
down which records this cycle covers and what it
has to fix in them
owner: audience-manager after: trigger
automation: <level>
measure-base - runs collect-and-report: how many records there
are, how many are complete enough for the
programs to read, how many may be contacted
owner: analytics after: open-cycle
by: <days> automation: <level>
confirm-rules - human: the consent rules and the retention rules
that apply to this base, named at the versions in
force and confirmed by <your legal role>
owner: <your legal role> after: open-cycle
by: <days> automation: never
brief-cycle - convenes briefing: the scope and the rules, heard
by every agent at once
owner: audience-manager
after: measure-base + confirm-rules
automation: <level>
reconcile-consent - human: every opt-out and every withdrawal, pulled
from every system that holds a copy of the
audience into one record
owner: consent-manager after: brief-cycle
by: <days> automation: <level>
standardize - human: names, addresses, companies and countries
written the same way, so that two records for one
person can be found at all
owner: audience-operator after: reconcile-consent
by: <days> automation: <level>
propose-merges - human: the candidate pairs, each with what
matched and what disagrees between them
owner: audience-operator after: standardize
by: <days> automation: <level>
merge-records - human: one record per person, keeping the
strictest consent of the records that went in
owner: audience-operator after: propose-merges
by: <days> automation: <level>
list-removals - human: the records that are undeliverable, past
the retention rule, or inactive for longer than
<how long>, each with the rule behind it
owner: audience-manager after: merge-records
by: <days> automation: <level>
sign-removals - convenes approval: a named person signs the list
of what is coming out, line by line
owner: <who owns the base>
after: list-removals
by: <days> automation: never
remove-records - human: what was signed for comes out, with the
copy that puts it back tested before it goes
owner: audience-operator after: sign-removals
automation: <level>
fill-gaps - human: the fields the programs read, filled from
the sources the organization licenses
owner: audience-operator after: remove-records
by: <days> automation: <level>
apply-suppression - human: the suppression written into every list
and every system that holds a copy of the
audience, and each write confirmed
owner: consent-manager after: fill-gaps
by: <days> automation: <level>
rebuild-segments - human: the segments rebuilt on the data as it now
stands, with the counts before and after
owner: audience-operator after: apply-suppression
by: <days> automation: <level>
score-change - runs assessment: every item in the change scored
against the rules it was approved under
owner: consent-manager after: rebuild-segments
by: <days> automation: <level>
report-cycle - runs collect-and-report: what changed, and how
much of the base is reachable now
owner: audience-manager after: score-change
automation: <level>
record-learnings - convenes debrief: what to fix where the records
come in, so that the next cycle finds less
owner: audience-manager after: report-cycle
automation: <level>
run-scoped:
status - runs roll-call owner: audience-manager
every: <cadence>
from: brief-cycle until: score-change
withdrawals - runs collect-and-report owner: consent-manager
every: <cadence>
from: open-cycle until: run close
handoffs:
open-cycle -> measure-base [cycle-scope]: what this cycle covers,
written so that any record can be tested for whether it is in
scope
open-cycle -> confirm-rules [intended-sending]: the sending each
cleaned segment is meant to feed, so the rules can be read against
it
measure-base -> brief-cycle [base-count]: a dated count of the base,
saying how many records there are, how many are complete enough to
use, and how many may be contacted
confirm-rules -> brief-cycle [rules-in-force]: the consent and
retention rules at the versions in force, and the date they were
confirmed
brief-cycle -> reconcile-consent [cycle-as-briefed]: the request as
every agent heard it, and the date the cycle is promised
reconcile-consent -> standardize [one-consent-record]: the consent
record as one list, naming for each contact the channels that are
open to them
standardize -> propose-merges [standardized-fields]: the records
with their fields in one format, and the counts before and after
propose-merges -> merge-records [merge-candidates]: the candidate
pairs, each with what matched and what disagrees
merge-records -> list-removals [merged-records]: one record per
person, each merged record naming what went into it, what was kept
and what was dropped
list-removals -> sign-removals [proposed-removals]: the records
proposed for removal, with the rule behind each one and the count
sign-removals -> remove-records [signed-removals]: the signed list,
with anything the signers struck taken off it
remove-records -> fill-gaps [surviving-records]: the surviving
records, and where the copy that puts the removals back is kept
fill-gaps -> apply-suppression [filled-fields]: every filled field
naming the source it came from, the date it was read, and the
sending its license covers
apply-suppression -> rebuild-segments [reachable-contacts]: the
contacts that may be reached, channel by channel
rebuild-segments -> score-change [rebuilt-segments]: the rebuilt
segments with their counts, set beside the counts the cycle
started from
score-change -> report-cycle [change-scores]: a verdict per item,
each citing the rule and the version it was scored against
report-cycle -> record-learnings [the-report]: the report, as
delivered
deviations:
standardize -> open-cycle [change-over-the-cap]: the change would
touch more records than its cap allows, so the cycle is opened
again with the scope rewritten or split
merge-records -> propose-merges [records-disagree]: two records look
like the same person and disagree on a field that matters, so the
pair goes back with the disagreement named and waits for a person
to say which value stands
sign-removals -> list-removals [signers-struck-records]: the signers
strike records off the removal list, so the list is drawn up again
without them
fill-gaps -> confirm-rules [license-does-not-cover-the-sending]:
a filled field comes from a source whose license does not cover
the sending it would feed, so the rules are confirmed again before
any program reads that field
score-change -> merge-records [merge-carried-wrong-consent]: a
merged record holds a permission neither original held, so that
merge is put back from the copy and made again
score-change -> apply-suppression [suppression-missed-a-contact]: a
contact the suppression should have caught is still reachable, so
the suppression is applied again and each write confirmed
bindings:
roster: <who holds each role - agents claiming the abstract agents
above, and named people for the legal confirmation and the
removal signature>
systems: the contact database (write, cap: <n> records per change),
the consent record (write), the suppression lists (write),
the change record store (write), the sending system (write),
the CRM (write), enrichment sources (read),
the live sends (trigger), analytics (read)
data: <your consent rules> <version>, <your retention rules>
<version>, <your data standard> <version>, the licenses for
<your enrichment sources>, the scope of this cycle
policy:
nothing comes out of the database until a named person signs the list
of what is coming out
a merge keeps the strictest consent of the records that went into it
every change lands with its counts before and after and a copy that
puts it back, and the copy is tested before the change goes in
a withdrawal is written into every system that holds a copy of the
audience, and each write is confirmed
a contact whose permission cannot be established either way is
treated as not contactable, and the question goes to a person
a field filled from an outside source is used only for the sending
that source's license covers
a segment this cycle rebuilt is not sent against until the change has
been scored
measures:
cycle time: <target> from the cycle opening to the segments rebuilt
volume: <cycles per period>
quality gate: every removal carries a signature, and every withdrawal
is confirmed in every system that holds a copy of the
audience
```
One run
A simulation of one run
The activities are on the left, whoever is doing the active one is on the right, and the record of the run builds up as it goes.
This run is built from the same rows as the diagram above: the left column is the activity list, the captions are the activity lines, the cast is the roster, and the labels on the wires are what the handoffs say actually passes.
Adoption
What you fill in
52 blanks to fill. Everything else is the process.
this process
from: ref/mkt/contact-database-hygiene v1
Copy this line into your own document. It never claims this process is running anywhere; it records which draft yours started from, and it is what lets the catalog tell you when this one changes.
The header. Your own id, an owner, and the date it takes effect. One line records where it came from, and that line is what lets the catalog tell you when this reference process changes.
The roster. Which agent takes each activity, and which person takes each of the human ones. The process already names what it needs, so this is a lookup rather than a design exercise.
The numbers. Dates, budgets, cadences, and the targets in the measures block. Nothing here can be a reference value, because a target nobody chose is a target nobody meets.